Our client, an established Corporate Service Provider based in Swatar, Malta, is seeking a Front Office Admin to join their growing team. Reporting to the Administration Manager, you will assist in the day-to-day running of the office, ensuring smooth operations and a welcoming environment for staff and clients alike. 

This is an office-based role offering a salary of up to €24K, depending on experience.

Role & Responsibilities

• Serve as the first point of contact at the reception, greeting guests, offering refreshments, and guiding them to the appropriate meeting room
• Ensure the smooth running of the office by supporting employees with scheduling, filing, and general administrative tasks
• Maintain the general upkeep of the office, including managing kitchen consumables, liaising with suppliers, and ensuring timely delivery of supplies
• Coordinate the ordering of stationery, track expenses, and maintain accurate records of office supplies
• Organize bookings for local conferences, training events, and assist with travel arrangements for international events
• Arrange restaurant reservations and lunch orders for directors and staff as required
• Input general data into the company’s internal database, liaising with clients and management as needed
• Assist staff with booking meeting rooms and ensure that all rooms, including the boardroom, are fully equipped with marketing materials and stationery
• Support the Marketing and HR departments with clerical and administrative tasks
• Handle communication with suppliers and external contacts, via phone, email, and post
• Manage the mail system, ensuring registered mail is processed on schedule and staff are informed of any issues
• Monitor office equipment, including TV and phone systems, and ensure regular maintenance of all office and health & safety equipment

Education, Skills & Experience

• Previous experience in an administrative or front office role
• Proficient in Microsoft Word and Outlook; basic Excel skills are a plus
• Excellent written and verbal communication skills in English; additional languages are an advantage
• Strong organisational skills with the ability to prioritise and manage multiple tasks effectively
• Confident and professional in interactions with senior management, clients, and external contacts
• Impeccable personal presentation and professional demeanor
• Strong attention to detail with the ability to think creatively and produce engaging content when required

About the Role

• Salary: €18,000 – €24,000 + performance bonus
• Work Setup: Office-based
• Location: Swatar, Malta
• Working Hours:
  • Monday to Thursday: 08:00–17:00
  • Friday: 08:00–14:00
• Benefits:
  • Birthday leave
  • Free parking
  • Health insurance
  • Employee discounts and offers
  • Free mental health workshops
  • Study leave
  • On-the-job training and development opportunities

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